Printing Contact Information | The Time Management Toolkit: MicrosoftВ® Office OutlookВ® 2007 Step by Step and Take Back Your Life (Step By Step (Microsoft))

You can print your Outlook address book or individual contact records, either on paper or to an electronic file (such as a PDF or XPS file), from any address book view. Depending on the view, Outlook offers a variety of print styles, such as the following:

Open table as spreadsheet

Style	Description	Available in these views
Card Style	Contact information displayed alphabetically in two columns. Letter graphics appear at the top of each page and the beginning of each letter group	Address Cards, Business Cards, Detailed Address Cards
Medium Booklet Style	Contact information displayed alphabetically in one column. Formatted to print four numbered pages per sheet. Letter graphics appear at the top of each page and the beginning of each letter group, and a contact index at the side of each page indicates the position of that pages entries in the alphabet. Print double-sided if possible.	Address Cards, Business Cards, Detailed Address Cards
Memo Style	Contact information displayed under a memo-like header containing your name. One record per sheet.	Address Cards, Business Cards, Detailed Address Cards
Phone Directory Style	Contact names and telephone numbers displayed in two columns. Letter graphics appear at the top of each page and the beginning of each letter group.	Address Cards, Business Cards, Detailed Address Cards
Small Booklet Style	Contact information displayed alphabetically in one column. Formatted to print eight numbered pages per sheet. Letter graphics appear at the top of each page and the beginning of each letter group, and a contact index at the side of each page indicates the position of that pages entries in the alphabet. Print double-sided if possible.	Address Cards, Business Cards, Detailed Address Cards
Table Style	Contact information displayed in a grid. Field names appear at the top of each page.	By Category, By Company, By Location, Phone List

You can customize the layout of most of the default print styles, and save custom print styles.

In this exercise, you will print a contact list and individual address cards.

Important

Your computer must be connected to a local or network printer to complete this exercise. If you don't have a printer installed, you can install one at this time or follow the alternate instruction in Step 15.

USE the contact records you created earlier in this chapter.

BE SURE TO display the Contacts module in Phone List view before beginning this exercise.

On the Standard toolbar, click the Print button.

The Print dialog box opens.

Tip
Your Print dialog box might look slightly different than the one shown here, depending on your operating system and printer.

Only one print style (Table Style) is available in the Print Style box.
With the All rows option selected in the Print range area, click Preview.

Tip
The Print Preview button is also available from the Advanced toolbar.

The Print Preview window opens, displaying the contact list in Table Style. The current page and total number of pages are shown at the left end of the status bar.
Click below the vertical scroll bar to display Page 2.

The last few columns of the phone list appear on the second page.
On the Print Preview window toolbar, click Page Setup.

The Page Setup: Table Style dialog box opens.

Look at the settings available from each of the dialog box tabs. For this print style, you can change only the fonts, paper size, page orientation and margins, header and footer, and other basic settings.
Close the Page Setup dialog box and the Print Preview window.
In the Navigation Pane, in the Current View list, click Address Cards.
On the Standard toolbar, click the Print button.

The Print dialog box opens, displaying more options than it did when printing from Phone List view.
In the Print style list, click Phone Directory Style. Then click Preview.

The Print Preview window opens, showing the contact list as it will appear when printed in Phone Directory Style.
Click the center of the preview page to zoom in for a closer look at the information included in this style.
On the Print Preview window toolbar, click Page Setup.

The Page Setup: Phone Directory Style dialog box opens.

In addition to the basic settings, you can change the number of columns shown on a page and stipulate whether to display a contact index and letter graphics.
In the Options area, select the Contact index on side check box. Then click Print Preview.
Close the Print Preview window.
In the Contacts pane, click the Andrea Dunker contact record to select it, press and hold the key, and then click the John Emory contact record to add it to the selection.
On the Standard toolbar, click the Print button.
In the Print style list, click Card Style. In the Print range area, select the Only selected items option, and then click OK.

Troubleshooting
If you don't have a printer installed, click Preview instead of OK.

Outlook prints a page displaying only the selected contacts.
Experiment with the other ways in which you can print your contact records and your address book.

Creating a OneNote Page Linked to a Contact Record

If your 2007 Office system installation includes both Outlook and OneNote, you can send or link items you create in Outlook, such as e-mail messages, contact records, and meeting invitations, to your OneNote notebook. You can also link tasks from your OneNote notebook to Outlook so that they appear in your Outlook tasks list.

To link one or more contact records to OneNote:

Display your address book, and select the contact record (or records) you want to link.
On the Standard toolbar, click the Contact Notes button.

OneNote starts (if it isn't already running) and creates a page in your Unfiled Notes section for each of the selected contact records. Each contact's page contains his or her business contact information and a link to open the original Outlook item from within OneNote.

You can move pages from the Unfiled Notes section to a notebook section by dragging or by right-clicking the page tab and then clicking Move Page To, Another Section, and the target notebook section.